Executive Summary – Draft version, November 3, 2005
Introduction
The world has changed dramatically since the first UF/IFAS Information Task Force issued their recommendations in 1997. At that time, Information Technology (IT) was important, but not critical to the IFAS missions of teaching, research and extension, and the administration of these functions.
By 2005, access to the Internet, a strong web presence, e-mail, listservs, MyUFL and many other systems provided by the Office of Information Technology (OIT), have become essential to the continued productivity of IFAS faculty and staff. The teaching staff depends on providing students with access to resources on the Internet, WebCT and various teaching support services. Researchers depend on OIT for global research using the Internet, database applications, and reporting functions. Administration relies on UNIFAS for employee evaluation, e-mail, listservs and Polycom for statewide communications, and Peoplesoft for financial and administrative functions. Extension relies on IT infrastructure for communication, collaboration, and information delivery. New delivery technologies such as blogs, audio and video podcasting, and RSS, will increase the need for stable and reliant infrastructure and a well-trained, service-oriented OIT workforce.
In short, the systems and services provided by OIT form the core infrastructure around which the success and productivity of all functions of IFAS, including teaching, research, extension and administration depend.
Members
The Team began their task in May of 2005, members of the taskforce included Pete Vergot, Chair, Jack Battenfield, Benjamin Beach, Dan Cromer, Mary Duryea, Chris Fooshee, Diana Hagan, Jane Luzar, David McKinney, Dave Palmer, Joe Spooner, Jim Syvertsen, Ashley Wood and Al Wysocki. Assisting in the process was Carol Cullifer, Marion Douglas and Josh Wilson and other staff from IFAS IT and IFAS Communications as needed.
Charges
The charges included evaluating the current function and organizational structure of the UF/IFAS information management, hardware and software support, training needs and how they should be structured for the future. The Task Force focused on administrative, extension, teaching and research needs for the management and delivery of information to our internal and external clientele. An additional task was to recommend a structure and process for the management and coordination of the IFAS Web presence centrally as well as at the unit level.
Recommendations
Administrative Structure
Recommendation I: IFAS leadership should review the basic administrative structure of the Office of Information Technology. Information technology activities should be centralized where possible across IFAS to gain efficiencies and protect security and integrity of servers.
Action Items
- Review the basic OIT administrative structure and establish clearly articulatedexpectations for services and productsexpected from IFAS OIT.
- Implement an industry standard IT governance framework to improve overall IT operations, policies, and procedures.
- Increase the current number of coordinated support personnel in the campus units, research and education centers and county offices.
- Formalize increased coordination between IFAS OIT and unit supported IT personnel.
- Increase the number of District Extension IT Support positions to twosupport persons per district, andaddsupportfor video conferencing/distance education systems.
- Correct salary inequities between personnel with comparable experiencedoing the same job
- Designate a Microsoft Technical Account Manager.
- Provide technology training in a variety of formats.
- Develop new training components in the creation and delivery of distance and on-demand education.
- Divest from services that can be adequately provided by the University of Florida.
- Conduct an IFAS wide thorough IT user survey at least every three years.
IT Software Development Team
Recommendation II:The IFAS Software Development Team should be revitalized, enhanced and given support and direction with an advisory structure.
Action Items
1.Review and install a leadership and advisory structure for the IFAS Software Development team.
2.Affirm the continued role of the Software Development Team in working with state and county extension faculty in the development of software tools.
3.Ensure that all IFAS software development and testing is conducted in accordance with industry standard practices, procedures and documentation.
4.Develop software applications in applied research.
5.Assign the Software Development Team the roles of assisting in the development of web interface and database technologies, and investigating new and emerging software information technologies.
6.Ensure that future IFAS software development is centrally coordinated.
7.Increase application development staffas needed to handle new applications requested.
Budget Model
Recommendation III:IFAS should develop a reoccurring budget model for information technology hardware, software and personnel that provides for advanced planning and spending.The budget model should consider funding for new and proven technologies, which expand IFAS’ capacity to fulfill its missions inresearch, teaching and extension
Action Items
1.Allocate funds for new equipment and the replacement or upgrade of existing equipment, purchase/lease server software, Client Access License (CAL), hardware, and operating expenses, implementing policies of “lease vs. purchase” for future IT servers and software applications. Consider leasing server space as an option of IT operations.
2.Allocate funds for the additional hardware necessary for database applications and for communications.
3.Allocate funds for the additional software required for robust system services, including e-mail, Web hosting, database hosting, administrative reporting and analysis.
4.Hire or redirect staff to support proper backups and archiving, IT training and Helpdesk support.
5.Encourage research faculty to consult with OIT faculty in the IT aspects of grant applications.
6.Encourage OIT to seek external grants to support applied research related to IT applications in agriculture and life sciences.
7.Assemble a group comprised of members from OIT, ICS and UF/AT to facilitate IFAS faculty adoption of new teaching technology.
8.Provide for a replacement for the 4H youth programming data entry system.
9.Ensure that all office computing equipmentclosely associated with the Extension county operations meets the technical requirements for current and anticipated software systems.
Bringing People Together withTechnology
Recommendation IV:IFAS leadership should create an environment that encourages faculty and staff to use the latest technology for bringing people, places, and experiences together without the traditional restrictions of time or geography.
Action Items
1.Expand the number of ports available for use on the interactive video bridge, add multipoint capabilities toselectvideo units across the state, and increase the ease of use with a simplified scheduling program.
2.Increase the number of personnel with expertise in operating the bridge.
3.Install and support additional interactive video equipment in county offices, REC and campus departments
4.Provision and support adequate network bandwidth, QoS routers, and configuration for departments, RECs and county extension offices.
5.Provide anIFAS wide web-based centralized calendar.
6.Provide a system for on-line registration and credit card payment for internal and external clientele use at the campus, REC and county extension office level.
Web Management
Recommendation V: Policy relating to web development and standards should be developed related to production and management of web pages.
Action Items
1.Establish an IFAS Web Management Committee with representation from across all units within IFAS.
2.Form a centralized Web Management Team.
3.Ensure that UF/IFAS Web communications interfaces with eXtension.
4.Implement a content management system (CMS) for managing web-based content that can handle content from multiple sources.
5.Develop policy relating to web development and standards and the production and management of web pages.
6.Develop and deliver online web based non-formal “Training and Certificate Programs” to IFAS clientele.
Conclusion
Information Technology is critical to the success of the IFAS mission to develop and deliver objective research-based information to the citizens of Florida.
IFAS faculty and staff rely on the Office of Information Technology to provide vital infrastructure and support for statewide internal communications, database and research applications, administrative reporting, and web-based applications.
The future success or failure of IT is inextricably linked to 1) a sustainable, reliable infrastructure, 2) the availability of a competent and stable IT workforce to manage, maintain and update the infrastructure, 3) trained and competent users who can fully utilize the infrastructure to increase productivity, 4) the ability of IT to adapt the constantly evolving technology to the changing needs of the users and, most importantly 5) creation of a recurring long-term planning process to create and coordinate the above elements.
We want to thank all the faculty, staff and administrators who gave input to this report. I want to thank all of the members of the 2005 IFAS Information Technology Committee for their contribution.
Sincerely,
Dr. Pete Vergot III – Chair, IFAS Information Task Force 2005